Administrative Assistant (School of Transformation)

Administrative Assistant

Academic Affairs (School of Transformation)

Tsaile Campus

Duty Schedule:

Monday-Friday, 8:00am to 5:00pm., 40hrs/week.

Summary/ Objective of Position:

The role of the Administrative Assistant is to be a positive representative of each Schools, and college community. Assists the Dean Transformation; Be a self motivated worker and have the ability to make independent judgments; Manage workflow daily; Ensuring that deadlines are met and work is completed correctly; Assist in training staff members and new hires; Implement and monitor programs as directed by management, and see the programs through to completion; Generate memos, emails and reports when appropriate; Assume responsibility for maintenance of the office equipment, including computers, copy machines and fax machines; Maintain office supplies by checking inventory and order items Respond to questions and requests for information; Answer incoming calls and assume other receptionist duties when needed.

Description of Essential Functions of the Position

Disclaimer: This is not necessarily an exhaustive list of an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Manages specific daily operations of a School:

-Organizes communication amount faculty and College personnel through tracking phone messages, email, and Dine College shared files, etc.

-Distributes inter office and US postal mail.

-Photocopies materials as requested.

-Maintains faculty schedules and division calendar.

-Maintains filing system for division documents and correspondence.

-Assists students to connect with faculty and directs students to appropriate College areas for support.

-Follows up on documents to ensure they flow through the College system in a timely manner.

-Update Division outreach resources, like brochures, social media.

-Will be required to supervise the Student Workers.

-Maintains specific general operations:

-Uses office software such as MSWord, MSExcel, MSAccess, MSPowerpoint, and Outlook to support tracking of faculty instruction, travel, resources, meetings, events, etc.

-Utilizes College computer system to support management of course room availability scheduling, student tracking, and other course maintenance functions throughout the semester.

- Coordinates personnel hiring with Human Resource.

- Coordinates and maintains department records.

Maintains budget and financial transactions:

-Keeps records of all expenditures, purchase requisitions, and inventory by using MS Excel.

-Participates in in timely budget submissions for each fiscal year.

-Responds to budget inquires and keeps Dean of School Transformation informed of budget status and financial transactions such as budget transfers, etc.

-Makes travel, training, conference arrangements and coordinates approval process and requests through the Accounting Office and appropriate line of authority.

-Coordinates communication among personnel and students at the campuses and community locations to support College functions.

-Participates in Career days and registration.

-Participates in recruitment.

Qualifications

Education & Experience

Minimum:

Bachelors degree in business or related field, required.

Preferred:

One to five years of general office experience as administrative assistant or in a related field.

One to three years of experience in a higher education institution. Can be concurrent with general experience.

Knowledge:

Be a self motivated worker and make independent judgments:

1. Ability to multi-task.

2. Set work priorities.

3. Problem solve.

4. Practice confidentiality & discretion.

5. Conduct orientations for new employee.

6. Create complete itinerary travel coordination.

7. Follow up on details.

8. Take minutes & agendas.

9. Provide data driven information for the Dean School Transformation.

Skills:

1. Customer service: Skill or experience assisting customers before, during and after purchases to satisfy customer needs.

2. Administrative experience: Experience or skill performing administrative tasks such as answering phones, scheduling appointments, or maintaining records.

3. Clerical experience Experience or skill related to daily office tasks, such as answering phones, sending emails/ documents, or filing documents.

4. Typing: Skill using a computer keyboard to type.

5. Front desk skills: Skill or experience interacting with the public at a front desk. Front desk responsibilities may include reception duties, customer service, and appointment scheduling.

6. Computer literacy: Basic skill or experience in general computer use, such as using a computer's operating system, using software and hardware, typing, sending and receiving email, and searching the internet.

Abilities:

1. Filing: Experience ordering and maintaining documents according to a predetermined system.

2. Phone etiquette: Experience practicing and good manners when on the phone.

3. Data entry: Experience entering data into a database or computer software.

4. Organizational skills: Ability to organize workload, processes, or physical objects and spaces.

5. Office experience: Experience in office organization or non-specialized business and spaces.

6. Microsoft office: Knowledge of software including Power point, word, Excel, and Outlook.

Physical Requirements, Work Environment & Travel:

Must be able to lift 20lbs, including office equipment and tables/chairs.

Other requirement(s):

Must have high interpersonal skills to effectively communicate with students, faculty, administrative staff as well as the general public.